Use capitals for the first letter of important words in job title and subject line. want you /would like you - use the more polite form be concerned about form / from In the second email, 'we should tell them...'- who is 'them'? suggest that we can do something approve the implementation of In the second email, make sure you are making suggestions rather than saying things that have already been done. In the letter - reply to your suggestions/ Re Your Suggestions In the letter focus on the solutions rather than the problems (which the complainant already knows)
To:Becky Chan(Accounting assistant)
From:Jan Wong(Estate Officer)
Date:23 March 2011
Subject:Asking for advice
Hi Becky,
I've just got a complaint letter from a resident. She listed four problems of our Management Office. And I want you to give me some advice.
First, she couldn't get a spare key to the refuse room during the Chinese New Year Holiday because the office was shut during those days.
Second, she concerned about the risk form lost keys because it is easy to access the back stairs from the garbage room and these stairs lead to certain flats.
Third, she said there is no consultation with resident before any changes and it goes against estate management regulations.
Last, she complained about the rudeness and unhelpfulness of staff in the Management Office.
Based on these problems, can you give me some advice about handling the problems.
Thanks!
Cheers,
Jan
To:Richard Chan(Estate Manager)
From:Jan Wong(Estate Officer)
Date:24 March 2011
Subject:Requesting Approval for Implementing my Suggestions
Dear Mr Chan,
I am writing to outline the problem of the Management Office and make some suggestions to the problems.
1.No service on holidays
The resident could not get a spare key to the refuse room during the Chinese New Year Holiday because the office was out of service during those days. I suggest we should tell them the public holidays are not included in the working days. We can recommend that they should have their spare key at their home.
2.Risk from lost key
The resident concern that there is a risk from lost keys because it is easy to access the back stairs from the garbage room and these stairs lead to certain flats. We can explain to the residents that we have already installed a CCTV in the back stairs and the security guards will patrol regularly to make sure the security.
3.No prior consultation with residents
The residents said there is no consultation with residents before any changes and it goes against estate management regulations. This problem was caused by limited time. We suggest we can spare two weeks for consultation with residents before we have any changes.
4.Poor attitude of staff
The residents complained about the rudeness and unhelpfulness of staff in the Management Office. This problem was caused by lack of training and monitoring. To improve this situation, I suggest we can provide some rules and guidelines to the workforce.
These are my suggestions to the problems of the Management Office. I hope that you can approve for implementing my suggestions.
Regards,
Jan Wong
The Estate Officer
Collier Estate Management Ltd
22 First Street
Ma On Shan
25 March 2011
4/F Richland Court
Ma On Shan
Dear Ms Ma,
Reply for your suggestions
Thank you for bringing these matters to our attention. We sincerely apologize for those inconveniences and I have investigated those issues.
First. you are not able to get a spare key to the refuse room during the Chinese New Year Holiday because the office was out of service during those days.In fact,we have announce our working days and hours on our notice board. And you can check it and the public holidays are not included in the working days. We recommend that you can have your own spare key at your home.
Use capitals for the first letter of important words in job title and subject line.
want you /would like you - use the more polite form
be concerned about
form / from
In the second email, 'we should tell them...'- who is 'them'?
suggest that we can do something
approve the implementation of
In the second email, make sure you are making suggestions rather than saying things that have already been done.
In the letter - reply to your suggestions/ Re Your Suggestions
In the letter focus on the solutions rather than the problems (which the complainant already knows)
To:Becky Chan(Accounting assistant)
From:Jan Wong(Estate Officer)
Date:23 March 2011
Subject:Asking for advice
Hi Becky,
I've just got a complaint letter from a resident. She listed four problems of our Management Office. And I want you to give me some advice.
First, she couldn't get a spare key to the refuse room during the Chinese New Year Holiday because the office was shut during those days.
Second, she concerned about the risk form lost keys because it is easy to access the back stairs from the garbage room and these stairs lead to certain flats.
Third, she said there is no consultation with resident before any changes and it goes against estate management regulations.
Last, she complained about the rudeness and unhelpfulness of staff in the Management Office.
Based on these problems, can you give me some advice about handling the problems.
Thanks!
Cheers,
Jan
To:Richard Chan(Estate Manager)
From:Jan Wong(Estate Officer)
Date:24 March 2011
Subject:Requesting Approval for Implementing my Suggestions
Dear Mr Chan,
I am writing to outline the problem of the Management Office and make some suggestions to the problems.
1.No service on holidays
The resident could not get a spare key to the refuse room during the Chinese New Year Holiday because the office was out of service during those days. I suggest we should tell them the public holidays are not included in the working days. We can recommend that they should have their spare key at their home.
2.Risk from lost key
The resident concern that there is a risk from lost keys because it is easy to access the back stairs from the garbage room and these stairs lead to certain flats. We can explain to the residents that we have already installed a CCTV in the back stairs and the security guards will patrol regularly to make sure the security.
3.No prior consultation with residents
The residents said there is no consultation with residents before any changes and it goes against estate management regulations. This problem was caused by limited time. We suggest we can spare two weeks for consultation with residents before we have any changes.
4.Poor attitude of staff
The residents complained about the rudeness and unhelpfulness of staff in the Management Office. This problem was caused by lack of training and monitoring. To improve this situation, I suggest we can provide some rules and guidelines to the workforce.
These are my suggestions to the problems of the Management Office. I hope that you can approve for implementing my suggestions.
Regards,
Jan Wong
The Estate Officer
Collier Estate Management Ltd
22 First Street
Ma On Shan
25 March 2011
4/F Richland Court
Ma On Shan
Dear Ms Ma,
Reply for your suggestions
Thank you for bringing these matters to our attention. We sincerely apologize for those inconveniences and I have investigated those issues.
First. you are not able to get a spare key to the refuse room during the Chinese New Year Holiday because the office was out of service during those days.In fact,we have announce our working days and hours on our notice board. And you can check it and the public holidays are not included in the working days. We recommend that you can have your own spare key at your home.